Assistant

Purpose of the Job

The Assistant is responsible for providing administrative and secretarial support to the First Vice President’s  Front Office under the supervision of the Executive Assistant, FVO to ensure adequate functioning of the office. The role supports the smooth running of FVP Front Office, including travel arrangement execution, budgetary support, any other necessary administrative support as allocated by the Executive Assistant, FVO. 

Accountabilities and Responsibilities 

• Making hotel/travel arrangements, itineraries and arranging visas, renewing passports as required to ensure travel arrangements run smoothly.
• Processing consultancy contracts or administrative arrangements as directed by the Executive Assistant.
• Provide cover during the Executive Assistant’s absence and provide handover notes to ensure a smooth transition.
• Handling expense claims relating to travel, hospitality, following up on reimbursement and monitoring corporate card bills to ensure all costs are recovered in a timely manner.
• Ensuring quality management and control; proof-reading and checking documents as and when required.
• Screening FVO’s telephone calls – as instructed; responding to and dealing with external queries; passing on calls to other members of the Office as appropriate to ensure appropriate action are taken for any calls.
• Maintain comprehensive filing in various hard copy and electronic systems and archiving for FVO to ensure instant retrieval of documents.
• Help with internal and external meetings and conference calls, receiving visitors ensuring that each meeting is seamlessly executed.
• Correspondence – assistance with preparation and processing of correspondence as required by the Executive Assistant.
• Events – help and assistance in organising signing events on behalf of FVO, in close cooperation with the Executive Assistant, ensuring that any event is well organised and that any issues arising are resolved in a timely way.
• Help with coordinating moves and changes with HR, IT and Facilities.
• Conduct ad-hoc or specific tasks assigned by the Executive Assistant as needed within the office.

Knowledge, Skills, Experience and Qualifications 

Academic Qualifications

• Secondary/High School Education
• Fluent English, with excellent written and oral communication skills
• Knowledge of another language (e.g. Russian, German, French, or Arabic) both written and spoken would be useful

Experience/Knowledge

• Secretarial and administrative experience essential
• Good organisational skills, proactive and flexible attitude to work essential.

• Ability to prioritise own work and to work on own initiative.
• Good communications skills, including pleasant and efficient telephone manner
• Attention to detail and eye for accuracy
• Ability to cope well under pressure
• Ability to build effective working relationships with clients and colleagues in a multicultural environment
• Conscientious, reliable and flexible with a professional and helpful attitude.
• Strong team player, with the ability to work highly efficiently and cheerfully and to handle simultaneous assignments involving a wide range of bank-wide contacts.
• Willing to work overtime as and when required, sometimes at short notice.
• Ability to multi-task while remaining calm and professional and a capacity for hard work.
• Excellent interpersonal manner, including tact and diplomacy.
• Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
• Ability to take on responsibility.
• Knowledge of SAP is an advantage
• Excellent time-keeper.

Technical Skills

• Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
• Knowledge of SAP desirable but not essential
• At least 55 wpm typing

What is it like to work at the EBRD?

Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people's lives and help shape the future of the regions we invest in. 

The EBRD environment provides you with:

• Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in;
• A working culture that embraces inclusion and celebrates diversity;
• An environment that places sustainability, equality and digital  transformation at the heart of what we do.

Diversity is one of the Bank’s core values which are at the heart of everything it does.  A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.  As an inclusive employer, we promote flexible working and expecting our employee to attend the office 50% of their working time.

Please note, that due to the high volume of applications received, we regret to inform you that we are unable to provide detailed feedback to candidates who have not been shortlisted (for further consideration).